Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED IN AN ENVELOPE OR BOX AND ADDRESSED To:
Remove from bidder list for this commodity/service.
Bid envelope must be sealed and plainly marked in lower corner with due date
AGENCY ADDRESS:
and Request for Bid # 28164-WEG. Late bids will be rejected. Bids MUST be
date and time stamped by the soliciting purchasing office on or before the date
Department of Administration
and time that the bid is due. Bids dated and time stamped in another office will
State Bureau of Procurement
be rejected. Receipt of a bid by the mail system does not constitute receipt of
P. O. Box 7867
a bid by the purchasing office. Any bid which is inadvertently opened as a
result of not being properly and clearly marked is subject to rejection. Bids
101 E. Wilson Street, 6th Floor
must be submitted separately, i.e., not included with sample packages or other
Madison, WI 53703-3405
bids. Bid openings are public unless otherwise specified. Records will be
available for public inspection after issuance of the notice of intent to award or
the award of the Contract. Bidder should contact person named below for an
REQUEST FOR BID
appointment to view the bid record. Bids shall be firm for acceptance for sixty
(60) days from date of bid opening, unless otherwise noted. The attached
terms and conditions apply to any subsequent award.
28164-WEG
THIS IS NOT AN ORDER
BIDDER (Name and Address)
Bids MUST be in this office no later than
August 7, 2014; 2:00 PM CT
Name (Contact for further information)
Bill Goff, Procurement Specialist
Phone
(608) 266-1002
Quote Price and Delivery FOB
Wisconsin
Date
July 15, 2014
Description
Class 8 Printing and Manufacturing of Envelopes; Commercial, Catalog, and Booklet Sizes
for the State of Wisconsin
See section 6.4 Method of Bid
Payment Terms net 30 days
Delivery Time
Bidder claims minority or disabled veterans bidder preference pursuant to s.16.75(3m)(b) 3, Wis. Stats. A 5% preference may be granted
to a minority business enterprise (MBE) and disabled veteran-owned business (DVB) certified by the Wisconsin Department of Administration,
Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration,
Supplier Diversity Program. Bidder preferences do not apply to printing bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the
certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison,
Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other
factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the
majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
Yes
No
Unknown
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or
otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not
to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that
this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate
under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative
Title
Phone
(
)
(Type/Print)
Fax
(
)
Signature of Above
Date
email
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
Page 1 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
TABLE OF CONTENTS
1.0 INTRODUCTION AND PURPOSE .................... 3
1.1 DEFINITIONS ............................................ 3
1.2 PURPOSE AND SCOPE OF THE
REQUEST FOR BID .................................. 5
1.2.1 Description of LOTs ........................ 5
1.3 GENERAL CONTRACT INFORMATION .. 7
1.3.1 Contract length / renewal................ 7
1.3.2 Evaluation Period ........................... 7
1.4 MODIFICATIONS OF CONTRACT ........... 7
1.4.1 Termination for Cause .................... 7
1.4.2 Termination for Convenience ......... 8
1.4.3 Termination for Change In Law ...... 8
1.4.4 Contract Cancellation ..................... 8
1.4.5 Orderly Termination ........................ 8
1.5 ORDER OF PRECEDENCE ...................... 8
1.6 COOPERATIVE PURCHASING
SERVICES ................................................. 9
1.7 ESTIMATED VOLUME .............................. 9
2.0 BIDDER QUALIFICATIONS &
REQUIREMENTS .............................................. 9
2.1 EXPERIENCE .......................................... 10
2.2 MANUFACTURING ................................. 10
3.0 MANDATORY REQUIRED
SPECIFICATIONS OF BID .............................. 10
3.1 TECHNICAL REQUIREMENTS............... 10
3.1.1 Quality Standards ......................... 10
3.1.2 Electronic Communications .......... 10
3.1.3 Required Software ........................ 10
3.1.4 Required Equipment ..................... 11
3.2 SUBCONTRACTING ............................... 11
3.3 PERFORMANCE AND SUPPORT
REQUIREMENTS .................................... 11
3.3.1 Quantities...................................... 11
3.3.2 Overruns/Underruns ..................... 11
3.3.3 Envelope Construction ................. 11
3.3.4 Two Sided Printing ....................... 14
3.3.5 Artwork .......................................... 14
3.3.6 Paper ............................................ 14
3.3.7 Inks ............................................... 15
3.3.8 Proofs ........................................... 15
3.3.9 Finishing ....................................... 16
3.3.10 Standard Packaging ..................... 16
3.3.11 Non-Standard Packaging ............. 17
3.3.12 Delivery Requirements ................. 17
3.3.13 Support Requirements .................. 19
3.3.14 Customer Service and
Responsiveness ........................... 19
3.3.15 Production Schedule .................... 19
4.0 SPECIAL TERMS AND CONDITIONS
OF BID ............................................................. 20
4.1 ORDERING METHOD / PRICING /
INVOICING / PAYMENTS........................ 20
4.1.1 Ordering Method ........................... 20
4.1.2 Invoicing ........................................ 20
4.1.3 Payments ...................................... 21
4.2 REPORTS, RECORD-KEEPING, AND
RECORD RETENTION ............................ 21
4.2.1 Market: Paper Stocks ................... 21
4.3 FORCE MAJEURE .................................. 21
4.4 SECURITY AND CONFIDENTIALITY
OF MATERIALS ....................................... 22
5.0 BID PROCEDURE AND INSTRUCTIONS ...... 22
5.1 CALENDAR OF EVENTS ........................ 22
5.2 CORRESPONDENCE,
CLARIFICATIONS AND QUESTIONS .... 22
5.2.1 News Releases ............................. 22
5.3 REASONABLE ACCOMMODATIONS .... 22
5.4 VENDORNET REGISTRATION............... 22
5.5 SUBMITTING A BID ................................. 23
5.5.1 Security Procedures,
Bid Receipt.................................... 23
5.6 FORMAT OF BID RESPONSE ................ 23
5.6.1 Signed RFB Sheet ........................ 23
5.6.2 Standard Terms and Conditions
for State of Wisconsin Printing...... 24
5.6.3 Samples ........................................ 24
5.6.4 Additional Information ................... 24
5.7 INCURRING COSTS ............................... 25
6.0 BID ACCEPTANCE AND AWARD ................. 25
6.1 BID OPENING .......................................... 25
6.2 BID REVIEW ............................................ 25
6.3 BID ACCEPTANCE.................................. 25
6.4 METHOD OF BID ..................................... 25
6.4.1 Pricing ........................................... 25
6.4.2 Price Chart LOTs A, B, and C
Structure ....................................... 26
6.4.3 Wage Rate Adjustments ............... 26
6.5 METHOD OF AWARD ............................. 27
6.6 AWARD NOTIFICATION ......................... 27
7.0 REQUIRED FORMS ........................................ 27
Appendix A – Approved Envelope
Construction Diagrams.................................. 28
A1 ZY101 ....................................................... 28
A2 ZY102 ....................................................... 28
A3 ZY105 ....................................................... 29
A4 ZY106 ....................................................... 29
A5 ZY107 ....................................................... 30
A6 ZY115 ....................................................... 30
A7 ZY116 ....................................................... 31
A8 DOT – MV2305 ........................................ 31
A9 DOT – MV3672 ........................................ 31
Page 2 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
1.0 INTRODUCTION AND PURPOSE
1.1 DEFINITIONS
For the purposes of this Request for Bid (RFB) and resulting Contract(s), the following definitions of
terms shall apply, unless otherwise indicated:
Agency
means an office, Department, Agency, institution of higher education, association,
society or other body in state government created or authorized to be created by
the constitution or any law, which is entitled to expend moneys appropriated by
law, including the legislature and the courts, but not including an authority.
Authorized User
means any Agency or other state or local public body authorized to use statewide
Contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8), 16.73 and 66.0301
of the Wisconsin Statutes.
Basic/Color Proof
is the cost for a laser or PDF proof of artwork supplied by the ordering Agency. It
will also be used for four (4) color work. Proofs will be trimmed or ruled out to show
position and colors indicated if envelope requires up to four (4) color printing. A
four (4) color laser or color digital proof may be requested for better indication of
color breaks. This charge will not be allowed if the Agency supplies proof or in the
case of an exact rerun. This charge is to be included in the per thousand pricing.
Bid
means a price quotation specifically given to a prospective purchaser by a
prospective seller; a bid is an offer to sell.
Bidder
means any person or entity which submits a competitive bid in response to
requests for bids.
BPAD
Bureau of Publishing and Distribution
Broker
is someone that acts as an agent for others, as in negotiating Contracts,
purchases, or sales in return for a fee or a commission.
Business Days
means Monday through Friday 8:00 AM to 4:00 PM excluding state holidays.
Contract
means the written document between the Department of Administration (DOA) and
the Contractor containing at a minimum, the terms and conditions and the
responsibilities of the Contractor and the Department based on this RFB.
Contract Manager
is the designated Bureau of Procurement staff personnel.
Contractor
means any person, or entity providing equipment, materials, supplies, contractual
services to a contracting Agency of the State.
Deduction for Exact Rerun
is the cost per thousand deducted from the total cost of the job.
Delivery Hours
means delivery hours are 8:00 AM to 3:00 PM, Monday through Friday, except
state holidays, unless otherwise noted on the order.
Department
means Department of Administration (DOA).
Destination-Inside Door
means shipping/receiving dock.
DET
means Division of Enterprise Technology
DOT
means Department of Transportation
DPI
means Dots Per Inch.
Final Day
means the date the proof is received by the ordering Agency.
FOB Destination
means Contractor pays for and retains title and control of goods until they are
delivered and the Contract of carriage has been completed. The Contractor selects
the carrier and is responsible for the risk of transportation. The Contractor is
responsible for filing claims for loss or damage.
FTP (File Transfer Protocol)
is a standard for transferring files over the Internet. FTP programs and utilities are
used to upload and download electronic files such as: web pages, graphics, and
other files from your hard drive to a remote server which allows FTP access.
Page 3 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Good File
means an electronic medium with all graphic and font elements included, that can
be processed effectively through a commercial printers prepress/RIP program to
make press plates.
Image Assembly
is the cost for converting supplied file or artwork to each plate. This charge will not
be allowed if the job is an exact rerun. This charge is to be included in the per
thousand pricing.
Lithographic
is a method for printing using a metal plate with a completely smooth surface.
LOT
is defined by the size, number of inks, and quantity of the order.
Lowest Responsible Bidder
means the person or entity submitting the competitive bid with the lowest price that
meets the Specifications contained in the requests for bids. In establishing the
lowest responsible Bidder, all of the following factors may be considered:
(a) The financial ability to provide the services required or to complete the
Contract;
(b) The skill, judgment, experience, and resources to complete the Contract;
(c) The necessary facilities, staff, personnel, and equipment to complete the
Contract;
(d) The demonstrated ability to satisfactorily perform the work or provide the
materials in a prompt, conscientious manner;
(e) The demonstrated ability to comply in situations where the award is contingent
on special considerations subject to the nature of the services or Contract
required; and
(f) Any other factor determined to be relevant in assessing the Bidder’s ability to
supply as required. (Adm. 6.01 (9))
Move Update NCOA
USPS requirement to update mail list address information to receive postal
discounts National Change of Address NCOALink® MPE (Mail Processing
Equipment) or equivalent USPS approved software. Non-exclusive, vendor
provided USPS® licensed automated system that updates addresses by matching
names and addresses with current Change of address orders on file. A piece
updated with NCOALink® MPE or equivalent USPS approved software can be
delivered directly to the new address. NCOALink® MPEsystems interface with
USPS approved automation systems such as multi-line optical character readers
(MLOCRS). NCOALink® MPE or equivalent USPS approved software can be used
in multiple ways: The Mailing List Correction application updates computerized
name and address mailing lists before mail piece creation; the MLOCR application
provides an “on-piece” address correction during mail processing before deposit
into the mail stream. Customers of DOA/DET have the option of receiving address
updates via an electronic file, or by receiving the actual mail piece back for address
correction prior to re-mailing. Flat General term for flat-size mail—so called
because the large mail is sorted without bending it so that the mail remains flat.
Offset Printing
is a commonly used printing method where the inked image is transferred (or
"offset") from a plate to a rubber blanket, then to the printing surface. When used in
combination with the lithographic process, which is based on the repulsion of oil
and water, the offset method employs a flat (planographic) image carrier on which
the image to be printed obtains ink from ink rollers, while the non-printing area
attracts a water-based film (called "fountain solution"), keeping the non-printing
areas ink-free.
Purchase Card (P-Card)
means State of Wisconsin VISA payment card program.
PMS
Pantone Matching System (inks).
Preflight
is a term used in the industry to describe the process of confirming that the digital
files required for the printing process are all present, valid, correctly formatted, and
of the desired type.
Prepress
is the cost for converting supplied files or artwork to printer ready files. This charge
will not be allowed if the job is an exact rerun. This charge is to be included in the
per thousand pricing.
Page 4 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Price Chart
are the base prices used by the Agency print managers and authorized users to
price out purchase orders for work.
Procuring Agency
means the state Agency which conducts the purchasing transaction.
Production Make Ready
is the cost for each color and includes plates, inking, and press make ready
functions. This charge is to be included in the per thousand pricing.
Request for Bid (RFB)
means all documents used for soliciting bids.
Raster Image Processor
(RIP)
A computer that accepts digital files and creates a print-ready file.
Run Cost/M Charge
is the cost per thousand to determine how much the Agency will pay for the
number of envelopes they are ordering. Example: DOA orders 10,000 envelopes
@ $12.13/M x 10/M = $121.30. This charge will include prepress, image assembly,
basic/color proof, scanning, and production make ready for all LOTs. For LOTs B
and C this will also include the cost for paper and black ink.
Scanning
is the cost for scanning each logo or other artwork that is not the proper size or are
not included in electronic files. This charge is to be included in the per thousand
pricing.
Specification
means a description of what the procuring Agency requires and, consequently,
what a Bidder must offer to be considered for an award. A Specification may be a
description of the physical or functional characteristics, or of the nature of a supply.
It may include a description of any requirement for inspecting, testing, or preparing
a supply item for delivery, the necessary performance criteria, and a description of
the procedures to be followed when submitting and evaluating bids.
State
means State of Wisconsin.
State Holidays
are days on which state Agencies are legally closed and usually coincide with
federal holidays in the United States; however, each state defines its own state
holidays.
USPS
United States Postal Service
Working Days
are Monday through Friday, 8:00 AM to 3:00 PM CT, except state holidays.
1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID
The purpose of this document is to provide interested parties with information to prepare and submit a
bid for printing of envelopes: commercial, booklet, and catalog sizes for the State of Wisconsin.
The State, as represented by the Department of Administration, State Bureau of Procurement, intends
to use the results of this process to award Contract(s) for the above said printing per Chapter 35.34 of
the Wisconsin Statutes.
This Request for Bid (RFB) will result in a statewide mandatory Contract for the printing and
manufacturing of envelopes. This includes printing on one or two sides with one or multiple inks by the
inkjet, lithographic, or flexographic process on white wove and color papers. This bid includes normal
finishing operations such as standard glue, latex gum, and metal clasp. This bid includes quantities
from 1,000 to 2,000,000 plus in increments of 500 for commercial size envelopes and 1,000 for booklet
and catalog envelopes. All Price Charts are based on the submission of electronic artwork files by the
ordering Agency.
The Contractor is responsible for providing all materials and services necessary for and incidental to the
manufacture and delivery of printed products as ordered by the Agencies, including insured shipping of
the finished product, proofs, and the return of artwork and samples with invoices.
1.2.1 Description of LOTs
This bid and resulting Contract is constructed in three (3) LOTs; A, B, and C. LOTs are based on the
number of inks, printing process, and quantity. LOTs A and B will have a standard #10 window size:
4-1/4”H x 1-1/8”L with a placement of 5/8” from the bottom edge, and 5/8” from the left edge.
Throughout this document and in the Price Charts, reference shall be made to these LOT designations.
Page 5 of 31
Request for Bid #28164-WEG
LOT
A
B
C
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Description
# of
Inks
Printing
Process
# of
Sides
Pre-Made Envelopes
Commercial 24# White Wove (Diagonal Seam; with 1, 2,
Inkjet
1 or 2
and without Window; with and without Safety
3, 4
Tint)
Catalog 24# and 28# White Wove (Center Seam)
Booklet 24# and 28# White Wove (Side Seam)
# 6-3/4 ( 3 -5/8” x 6 -1/2” )
#9
( 3 -7/8” x 8 -7/8” )
# 10
( 4 -1/8” x 9 -1/2” )
# 11
( 4 -1/2” x 10 -3/8” )
6”
x 9”
6 -1/2” x 9 -1/2"
9”
x 12”
10”
x 13”
Manufactured Envelopes
Commercial 24# White Wove (Diagonal Seam and 1, 2 Lithographic 1 or 2
Side Seam; with and without Window; with and
or
Flexographic
without Safety Tint)
Catalog 24# and 28# White Wove (Center Seam)
Booklet 24# and 28# White Wove (Side Seam or
Diagonal Seam)
# 6-3/4 ( 3 -5/8” x 6 -1/2” )
#9
( 3 -7/8” x 8 -7/8” )
# 10
( 4 -1/8” x 9 -1/2” )
6”
x 9”
6 -1/2” x 9 -1/2"
9”
x 12”
10”
x 13”
All LOT C - White Wove; Side Seam
ZY106 Enterprise Envelopes; 500 carton pack; 28# White Wove;
1
Lithographic 1 or 2
9" x 12" Catalog; Regular Gum across the entire flap; Double Window;
or
No Print
Flexographic
Upper Window: 1"H x 3-1/2"L, placed 4-1/4" from bottom edge
Lower Window: 1-1/4"H x 4-1/4"L, placed 2-1/4" from bottom edge
Both Windows are 5/8" from left edge
ZY116 Enterprise Envelopes; 1,000 carton pack w/ center dividers;
24# White Wove; 6" x 9-1/2" Booklet; Double Window; Black Ink;
Printed 1 side
Upper Window: 1"H x 3-3/4"L, placed 4-1/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 2-1/4" from bottom edge
Both Windows are 3/8" from left edge
#10 (4-1/8” x 9-1/2”)
2,000 carton pack w/ center dividers; 24# White Wove
All windows have round corners
ZY101 Enterprise Envelopes
#10 Double Window Safety Tinted; Black Ink; Printed 1 side
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge
ZY102 Enterprise Check Envelopes
#10 Double Window Safety Tinted; Black Ink; Printed 1 side
Upper Window: 5/8"H x 2-1/4"L, placed 3-1/8" from bottom edge
Lower Window: 1-1/16"H x 4-1/4"L, placed 13/16" from bottom edge;
Both Windows are 3/8" from left edge
Page 6 of 31
Quantity
1,000 –
50,500 –
50,000
125,500
250,500
500,500
5,000
10,000
15,000
20,000
50,000
125,500
250,500
500,500
50,000
100,000
– 125,000
– 250,000
– 500,000
– 1,000,000
–
–
–
–
9,999
14,999
19,999
49,999
– 125,000
– 250,000
– 500,000
– 1,000,000
#10 With or Without
Security Tint
250,000
500,500
1,000,500
2,000,500
– 500,000
– 1,000,000
– 2,000,000
–
plus
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
ZY105 Enterprise Check Envelopes
#10 Double Window Safety Tinted; Black Ink; Printed 1 side;
"Return Service Requested"
Upper Window: 5/8"H x 2-1/4"L, placed 3-1/8" from bottom edge
Lower Window: 1-1/16"H x 4-1/4"L, placed 13/16" from bottom edge;
Both Windows are 3/8" from left edge
ZY107 Enterprise Envelopes - Printed
#10 Double Window Safety Tinted, Black Ink, Printed 2 sided
Print in Black ink on Face - Return Service Requested
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge.
ZY115 Enterprise Envelopes - Printed
#10 Double Window Safety Tinted, Black Ink, Printed 2 Sided
Print in Black ink on Face - Important - Open Right Away
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge.
MV2305 Department of Transportation Envelope - Printed
#10 Single Window, Black Ink, Printed 1 side
Window: 1-1/8"H x 4-1/4"L, placed 5/8" from left and bottom edge
MV3672 Department of Transportation Envelope – Printed
#10 Single Window, Black Ink, Printed 1 side
Window: 1-1/8”H x 4-1/4”L, placed 5/8” from left and bottom edge
1.3 GENERAL CONTRACT INFORMATION
The Department of Administration intends to utilize the results of this RFB to award a Contract. The
RFB documents, the Contractor’s response as accepted by the Procuring Agency and any purchase
order issued shall become the Contract between the parties unless a separate Contract is executed.
This is a mandatory Contract which means all State and UW Campuses must use this Contract for their
envelope print jobs provided they meet the specifications outlined in section 1.2.1. However, this is not
a mandatory Contract for municipalities; municipalities have the option to use this Contract.
1.3.1 Contract length / renewal
The Contract shall be effective on the date it is executed by the Department and will run for an initial
one-year period. The Department and the Contractor, upon written mutual agreement, may renew the
Contract for up to two (2) additional one-year renewal periods.
1.3.2 Evaluation Period
The resulting Contract is subject to an initial ninety (90) day evaluation period. If at the end of that time,
the quality and/or responsiveness of the Contractor(s) are unacceptable according to the terms of this
bid, the Contract may be canceled and awarded to the next lowest responsible Bidder or rebid.
1.4 MODIFICATIONS OF CONTRACT
The Contract must not be used for purchasing commodities or services outside of the general scope
and intent of the original RFB. Any modifications made to the Contract must fall within the scope of the
Bid and be rendered in writing and signed by both responsible parties or they will be void.
1.4.1 Termination for Cause
The State of Wisconsin may terminate the Contract after providing the Contractor with 30 calendar days
written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of
the Contract.
The Contractor may terminate the Contract after providing the State 120 calendar days’ notice of the
State’s right to cure a failure of the State to perform under the terms of the Contract.
Upon the termination of the Contract for any reason, or upon Contract expiration, each party shall be
released from all obligations to the other party arising after the date of termination or expiration, except
for those that by their terms survive such termination or expiration.
Page 7 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
1.4.2 Termination for Convenience
Either party may terminate the Contract at any time, without cause, by providing a written notice; the
State by providing at least 30 calendar days’ notice to the Contractor, and the Contractor providing at
least 120 calendar days’ notice to the State in advance of the intended date of termination.
In the event of termination for convenience, the Contractor shall be entitled to receive compensation for
any fees owed under the Contract. The Contractor shall also be compensated for partially completed
services. In this event, compensation for such partially completed services shall be no more than the
percentage of completion of the services requested, at the sole discretion of the State, multiplied by the
corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the
sole discretion of the State, the Contractor may be compensated for the actual service hours provided.
The State shall be entitled to a refund for goods or services paid for but not received or implemented,
such refund to be paid within 30 days of written notice to the Contractor requesting the refund.
1.4.3 Termination for Change In Law
The Contract may be terminated either by mutual agreement or at the discretion of the State following
any amendment to, or judicial interpretation of, Federal or State law that:
• Renders performance, enforcement or compliance with the totality of the Contract impossible,
patently unreasonable, or unnecessary
• Renders accomplishment of the Contract’s objectives impossible, patently unreasonable, or
unnecessary.
1.4.4 Contract Cancellation
The State of Wisconsin reserves the right to cancel the Contract in whole or in part without penalty if the
Contractor:
• Breaches or defaults an obligation under the Contract as follows:
─ Fails to perform any material obligation required under the Contract;
─ Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a
legal entity;
─ Allows any final judgment not to be satisfied or a lien not to be disputed after a legallyimposed, 30-day notice;
─ Makes an assignment for the benefit of creditors;
• Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin
Statutes;
• Incurs a delinquent Wisconsin tax liability;
• Fails to submit a nondiscrimination or affirmative action plan as required herein;
• Fails to follow the nondiscrimination or affirmative action requirements of subch. II, Chapter 111
of the Wisconsin Statutes (Wisconsin’s Fair Employment Law);
• Becomes a federally debarred Contractor;
• Is excluded from federal procurement and non-procurement Contracts;
• Fails to maintain and keep in force all required insurance, permits and licenses as provided in
the Contract;
• Fails to maintain the confidentiality of the State’s information that is considered to be
Confidential Information, proprietary, or containing Personally Identifiable Information, or
Contractor performance threatens the health or safety of a State or municipal employee.
1.4.5 Orderly Termination
Upon termination/cancellation or other expiration of this Contract, the Contractor shall immediately
return to the other all papers, materials, and other properties of the other held by the Contractor for
purposes of execution of this Agreement. In addition, each Party shall assist the other Party in the
orderly termination of this Agreement and the transfer of all aspects hereof, tangible or intangible, as
may be necessary for the orderly, non-disruptive business continuation of each Party.
1.5 ORDER OF PRECEDENCE
In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and
revisions, the Bid response from the successful Bidder, as accepted by the Procuring Agency, and any
additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the
successful Bidder to accept these elements into the Contract will result in the cancellation of the
Contract award.
Page 8 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
In the event of conflict with the incorporated elements of the Contract, the following order of precedence
will prevail:
• Official Purchase Order
• Final Signed Contract with clarifications included
• Bid Response as accepted by the State of Wisconsin
• RFB
1.6 COOPERATIVE PURCHASING SERVICES
Commodities and services may be made available to Authorized Users. See Bidder AgreementWisconsin’s Cooperative Purchasing Services (DOA-3333), for definitions and other information on
Authorized Users. Authorized Users must be able to obtain the commodities and services procured
under the Contract at the same rates agreed to by the procuring Agency and the Contractor. The
Contractor shall be responsible for confirming the status of potential Authorized Users with the
Procuring Agency and providing appropriate documentation and support and reporting Contract usage
by Authorized Users (see Cooperative Purchasing Form, DOA-3333 attached to this RFB).
1.7 ESTIMATED VOLUME
Below is the list of Contract orders for a one-year period (April 2013 – March 2014):
Envelope
Regular / # of
# of
Total
LOT
Qty
Size
Window Colors Jobs
Cost
6” x 9”
R
1/0
22
120,000 $
5.959
6” x 9”
W
1/0
1
5,000 $
506
9” x 12”
R
1/0
57
424,500 $ 24,968
9” x 12”
W
1/0
4
103,000 $ 12,033
10” x 13”
R
1/0
37
163,000 $ 10,811
10” x 13”
W
1/0
1
50,000 $
6,176
A
#6-3/4
R
1/0
10
74,500 $
1,861
#9
R
1/0
73
513,500 $
8,380
#10
R
1/0
322
2,771,500 $ 67,425
#10
W
1/0
11
249,500 $
7,290
#11
R
1/0
1
50,000 $
1,495
#11
W
1/0
1
7,500 $
444
TOTAL LOT A 4,650,000 $ 147,348
6” x 9”
R
1/0
1
80,000 $
1,796
6” x 9”
W
1/0
8
1,222,000 $ 16,324
9” x 12”
R
1/0
2
15,000 $
604
9” x 12”
W
1/0
1
15,000 $
1,897
10” x 13”
W
1/0
1
67,500 $
7,769
B
#6-3/4
R
1/1
2
227,800 $
9,069
#9
R
1/0
6
1,960,000 $ 27,117
#9
W
1/0
1
300,000 $
4,323
#10
R
1/0
14
2,740,500 $ 39,663
#10
W
1/1
12
5,470,000 $ 100,367
TOTAL LOT B 10,845,800 $ 208,929
6” x 9-1/2”
W
1/0
2
572,000 $ 13,275
C
#10
W
1/0
45 35,913,000 $ 477,624
TOTAL LOT C 37,737,000 $ 490,899
The State does not guarantee any minimum or maximum volumes on the Contract. Any bid that
requires a minimum quantity or dollar amount purchased shall be rejected.
2.0 BIDDER QUALIFICATIONS & REQUIREMENTS
All Bidder qualifications in this section are mandatory. Failure to meet a qualification will disqualify your Bid.
In the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right
to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this
RFB.
Page 9 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
2.1 EXPERIENCE
All Bidders shall have been performing print production as described in section 1.2.1 for the past five (5)
years.
2.2 MANUFACTURING
All work will be performed within the plant of the Contract printer unless excepted by the Department
per Wis. Stats. s. 35.56(4). This Contract will not be awarded to a Broker.
3.0 MANDATORY REQUIRED SPECIFICATIONS OF BID
All Specifications are defined as mandatory minimum requirements unless otherwise noted. For a Bidder to
be considered, the Bidder must meet all requirements listed. In the event that no Bidder is able to meet an
individual mandatory requirement, the State reserves the right to continue the review of Bids and to select
the Bid that most closely meets the requirements specified in this RFB.
3.1 TECHNICAL REQUIREMENTS
3.1.1 Quality Standards
The State requires all work performed on the Contract to be of excellent quality, conforming to these
quality criteria:
1. Shall not vary in size by more than 1/16”.
2. Must maintain minimum of 5/8” from bottom of envelope to bottom edge of window.
3. All envelopes must meet USPS requirements.
4. All envelopes must operate in state mailing and inserting equipment without difficulty.
• Bell & Howell, Forerunner 13
• Bowe Bell & Howell, Mailstar 500
• Bowe Bell & Howell, Mailstar 750
• Bowe Bell & Howell, BH 3000
• Pitney Bowes, 5 Series Tabletop (F550)
• Pitney Bowes DI900/950 Series
5. Must operate in laser printing equipment without damage to ink or glue.
6. Folding, cutting, and gluing must not interfere with the contents of the envelope.
7. Glue must be sufficient to allow perfect and permanent adhesion of flaps and seams.
8. Commercial envelopes must hold up to three (3) ounces.
9. Inking must be consistent and uniform throughout in color strength and density.
10. Correct ink match to specified PMS colors.
11. Halftones must be clean and crisp, with consistent quality at 133 line screen on uncoated stock
and 150 line screen on coated stock.
12. Finishing operations must be clean and applied correctly.
13. Cutting and trimming must be square, clean and correctly aligned and positioned.
14. Regular use of quality measurement tools on press sheets, such as registration targets, star or
slur targets and color bars.
15. Consistent use of densitometry throughout the prepress and press processes.
16. Consistent calibrations in the prepress and at the press and the proper use of color corrected
lighting in press and proofing areas.
17. Additional controls include proper control of humidity and temperature in all production and
work staging areas, paper storage in temperature and humidity controlled areas and
cleanliness of work areas.
The Contractor must employ industry standard process controls to ensure and maintain quality printing.
3.1.2 Electronic Communications
The Contractor must have email capabilities and a file transfer protocol (FTP) web server.
3.1.3 Required Software
The state will submit electronic files in a variety of software’s such as Quark Xpress, Adobe Suite, and
Microsoft Suite. The Contractor must be able to work with electronic files created in these applications.
3.1.3.1 Software Platforms
The Contractor shall have, and be proficient in the use of software on PC and MAC platforms.
Page 10 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
3.1.3.2 Digital Files
Contractor must be able to edit original digital files.
3.1.4 Required Equipment
Required equipment must be installed and operational in the Contractor’s plant twelve (12) months prior
to the time of bid submission.
3.1.4.1 In-House Production Equipment
The Contractor must submit all in-house production equipment used to fulfill the Contract per
section 6.6.
3.2 SUBCONTRACTING
There will be not subcontracting of LOT A. The subletting of LOT B and LOT C, the conversion of flat
sheets into envelopes, on the Contract are not allowed. Latex Gum and Metal Clasp applications may
be subcontracted.
The Contract will be between the ordering Agency and the Contractor. If the Contractor chooses to
subcontract specialty operations, the Contractor will act as the Prime Contractor and is responsible for
all performance of the subcontractor. The State will not be liable for charges incurred due to the fault of
a subcontractor. Subcontracted work not priced in the Price Charts may be billed at no more than five
(5) percent (%) above actual cost.
The Bidder must identify any potential subcontractor it intends to use to provide the product or service it
will provide if awarded the Contract. The Contractor may not transfer, assign, or subcontract any work
without the prior consent of the State ordering Agency, nor may any of the work be performed outside
of the Contractor's plant without advance approval by the State ordering Agency in writing.
Any proposed substitution of a subcontractor must be submitted in writing to the Department 30 days
prior to implementation of the substitution, and include the substitute’s qualifications, the reason for the
change, and the intended effective date of the substitution. Failure to notify the Department may result
in cancellation of the Contract without notice and without penalty to the State.
3.3 PERFORMANCE AND SUPPORT REQUIREMENTS
3.3.1 Quantities
This bid includes quantities from 1,000 through 6,000,000 in increments of 500 for commercial size
envelopes and 1,000 for booklet and catalog envelopes.
The Price Charts are based on per one thousand run charges. Quantities under the minimum and over
the maximum amount for each LOT are optional and must be negotiated and agreed upon between the
Contractor and the ordering Agency.
3.3.2 Overruns/Underruns
This Contract is expected to be an exact count; however, in the event of overruns the State will apply
these rules: quantities ordered up to 10,000 will not exceed three (3) percent (%) and quantities ordered
over 10,000 will not exceed one (1) percent (%). The Contractor will be paid for the actual quantity
delivered within this tolerance.
In the case of underruns, ordering Agencies may require an order be placed back on the press, at no
additional charge to the ordering Agency or the ordering Agency may accept lower quantity at a
negotiated price, at the sole discretion of the ordering Agency. Overruns will be priced based on run per
thousand cost(s) only.
3.3.3 Envelope Construction
Envelopes must be constructed and glued strong enough to allow for up to 8 sheets machine inserted
and 12 sheets hand inserted 20 pound copy paper. Window material must be free of creases, lines and
other obstructions for automation equipment. All envelopes produced on this Contract must meet USPS
automation requirements. Any questions on USPS requirements or design elements, please contact
your post office representative.
Page 11 of 31
Request for Bid #28164-WEG
Envelope
Booklet
Catalog
Commercial
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Seam
Side
Center
Side or Diagonal
All envelopes in LOT C are side seam.
All envelopes for this Contract will be manufactured according to existing trade standards for the
highest quality. Envelopes must be suitable for use in State of Wisconsin automated inserters and State
or USPS mail processing equipment.
Please see Addendum A for current approved envelope construction diagrams.
3.3.3.1 Envelope Dimensions
Envelopes shall not vary in size more or less than 1/16” in any direction. The center edge of the
flaps of each envelope must extend no less than 1-1/4” from the top fold. Flaps must not be flat or
square, but must extend no less than 1/4” further in center as near sides for operation in automatic
inserter, with the center no less than 1-1/4” from top fold of flap. Sides of flap must not be parallel
or flush to the sides of the envelope pocket, but must be cut at an angle to avoid interference with
inserter/feeding equipment.
3.3.3.2 Standard Envelope Sizes
The Contractor is required to provide all envelope sizes up to 10” x 13”. See section 1.2.1,
Description of LOTs, for specific sizes required per LOT.
3.3.3.3 Standard Window Specifications
Window size and placement must be within 1/16” as specified. Windows have round corners and
are no closer than 3/8” from the left edge and no closer than 5/8” from the bottom edge. Placement
of the window on the envelope will be determined by the ordering Agency.
The LOT B Contractor is required to place windows in envelopes where requested. Window sizes
and positions may vary with each Agency order. Other sizes of windows may be requested on this
Contract. Awarded Contractor is required to provide a list of available vendor stocked window dies
which will then be posted for all ordering Agencies (section 6.6).
3.3.3.4 Window Clear Space
Address windows must have round corners and are no closer than 3/8” from the left edge and no
closer than 5/8” from the bottom edge of the envelope.
Please be aware, that the consolidated Publishing and Distribution Center located in Madison WI,
uses Move Update NCOA processing to meet the USPS move update requirements. Contact them
if you have any questions. Website address: Distribution/Mail
In matters of First-Class Mail, any envelope whose window intrudes into the barcode clear zone is
not eligible for Move Update NCOA processing to meet the move update standard. Check with
your local mail-piece design analyst for guidelines.
3.3.3.5 Window Material and Dies
For all LOTs; Poly window material shall be used and must be suitable for optical scanning by the
U.S Postal service. If the Contractor does not have a requested window die configuration, the
Contractor may supply a price quote for that die.
3.3.3.6 State Window Envelope Standard Size
The State standard for both LOTs A and B #10 window envelopes is:
Window Size – 1-1/8”H x 4-1/4”L
Window Position – 5/8” from the bottom edge, 5/8” from the left edge.
3.3.3.7 LOT B Optional Window Sizes
The LOT B awarded Bidder is required to place windows in envelopes when and where requested
by the ordering Agency. Window sizes and positions may vary with each order. Below are
examples of the State’s window sizes and placements:
Page 12 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Example Window Sizes
Example Window Placements
1-1/8” x 4-1/2”
5/8” from bottom edge; 7/8” from left edge
1-1/2” x 3-1/2”
7-1/2” from bottom edge; 1/2” from left edge
* 3” x 4-3/4”
1” from bottom edge; 4-1/2” from left edge
*2-1/8” x 3-3/8”
1-5/8” x 3-3/4”
*Windows sizes 3” x 4-3/4” and 2-1/8” x 3-3/8” will need a pre-order price quote.
The Contractor shall supply a list of their window dies for Agency use, which will be posted with
the Contract on VendorNet. If the Contractor does not have the die size requested, they may
supply a pre-order price quote for that die size.
3.3.3.8 LOT C Window Specifications
Windows have round corners and are no closer than 3/8” from the left edge and no closer than
5/8” from the bottom edge. Any manufacturing tolerances shall not vary by more than 1/16”.
Envelopes must match current envelope construction. See Section 3.3.3.5 Window Material and
Dies.
Windows for #10 DET
Commercial Envelopes Double Window Security Tint printed one and two sided for Division of
Enterprise Technology (DET). All #10 DET windows are 3/8” from left edge.
ZY101, ZY107, and ZY115
Upper window: 1”H x 3-3/4”L, placed 2-3/4” from bottom edge.
Lower window: 1-3/8”H x 4-1/2”L, placed 5/8” from bottom edge.
ZY102 and ZY105
Upper window: 5/8”H x 2-1/4"L, placed 3-1/8” from bottom edge.
Lower window: 1-1/16”H x 4-1/4”L, placed 13/16” from bottom edge.
Window for #10 DOT
Commercial Envelope Single Window #10 printed one sided for Department of Transportation
(DOT).
MV2305 and MV3672
Window:
1-1/8”H x 4-1/4”L, placed 5/8” from left and bottom edge.
Windows for ZY116 (6” x 9-1/2” Booklet) DET
The envelopes are printed one side in black ink for the Division of Enterprise Technology
(DET). Both windows are 3/8” from left edge.
Upper window: 1”H x 3-3/4”L, placed 4-1/4” from bottom edge.
Lower window: 1-3/8”H x 4-1/2”L, placed 2-1/4” from bottom edge.
Windows for ZY106 (9” x 12” Booklet) DET
The envelopes are No Print for the Division of Enterprise Technology (DET). Both windows
are 5/8” from left edge.
Upper window: 1”H x 3-1/2”L, placed 4-1/4” from bottom edge.
Lower window: 1-1/4”H x 4-1/4”L, placed 2-1/4” from bottom edge.
3.3.3.9 Glue
Glue must be firm and seal to the edge of seam with no spreading of glue outside of seams of
envelope or window material. Window material must be sealed firmly to edges on all sides with no
adhesive extending beyond seal and no loose edges that would interfere with automatic inserting;
regular gum glue on flap for sealing and no excess glue on flap.
Page 13 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
3.3.3.10 Envelope Closure
The standard closure for all envelopes on the Contract will be a moist enabled gummed flap.
3.3.3.11 Latex Gum
Latex gum is required on LOTs A and B to be available. This is a self-adhering latex adhesive on
two (2) surfaces that seal on contact without moisture. Flaps are extended and adhesive is
exposed.
3.3.3.12 Metal Clasp
Metal clasp envelopes are required to be available. This is a double prong metal clasp for added
security.
3.3.3.13 String and Button
String and button envelopes may be requested and sublet; however, the Contractor may charge
no more than five (5) percent (%) above actual cost. The ordering Agency will work with the
Contractor to negotiate the cost which is subject to a pre-order price quote.
3.3.3.14 Grip and Seal
Grip and Seal envelopes may be requested and sublet; however, the Contractor may charge no
more than five (5) percent (%) above actual cost. The ordering Agency will work with the
Contractor to negotiate the cost which is subject to a pre-order price quote.
3.3.4 Two Sided Printing
Two-sided printing, including security tint, is required on LOTs B and C and is shown on the Price Chart
LOTs B and C. Two-sided printing on LOT A is available and shown on the Price Chart LOT A.
3.3.5 Artwork
Electronic files will be submitted with each purchase order via email, mail (i.e. CD, DVD, Flash Drive) or
Contractor’s FTP Site. Contractor is required to return original files at no charge. Upon request the
Contractor must return final printer files to the ordering Agency. Contractor may not charge for returning
electronic files during the life of the Contract.
3.3.5.1 Artwork Alterations
When alterations have been requested in writing by the ordering Agency, prepress charges from
the Price Chart LOTs A, B, or C will be used in quarter (1/4) hour increments. Contractor will
reschedule delivery date to accommodate the time it takes to complete the changes with the
ordering Agency. Contractor must submit the amount of time used to do the alterations on the
invoice as a separate line item.
3.3.6 Paper
Virgin white wove and 24 lb. and 28 lb. are required on this Contract and supplied by the awarded
Bidder. Assorted colored wove 24 lb. blue, canary, green, etc. may also be requested. Recycled stock
must be made available to Agencies upon request. All papers shall be clean, free from imperfections
and suitable for writing with ink or ball-point pen as well as laser and inkjet printers. Stock must meet or
exceed the "normal range" standards for BASIS WEIGHT 17 x 22 - 500; WHITE WOVE. 24 lb.:
Brightness 79-81, Opacity 91-93, Mullen 27-33, Tear 64-70, and Caliper .0047-to .0053 and must meet
the USPS Domestic Mail Manual requirements.
At each Contract renewal term, the State will review the market for paper stocks on the Contract. The
Contractor will be required to keep records on the volume and types of stocks requested by state
Agencies and report at the time of renewal. The Contract Manager may request a copy of actual paper
invoices at the time of renewal.
3.3.6.1 Agency Furnished Envelopes
Some envelopes for LOT A of this Contract may be furnished by the ordering Agency on an
individual order basis through the State’s paper Contract. All Agency furnished envelopes stored
with the Contractor is subject to certification of envelope inventory to establish the correct
envelope count. When the ordering Agency furnishes the envelopes for the print job:
1. An acknowledgement of receipt by the Contractor is required. An email or fax to the
ordering Agency confirming the receipt of envelopes is acceptable.
Page 14 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
2. The Contractor is required to safely store and protect from damage all Agency furnished
envelopes.
3. The Contractor is required to report and file any paperwork necessary for claims due to
defective envelopes with the supplying paper vendor when envelopes are ordered from the
Statewide Mandatory Paper, Printing Grade Contract.
4. It is the responsibility of the supplying paper vendor to work out resolutions to problems and
to keep the ordering Agency informed of proposed remedies.
3.3.6.2 Contractor Furnished Envelopes
The LOT A Contractor will be required to supply stock envelopes in accordance with USPS
regulations and/or the specifications listed in this document. The awarded Bidder must
manufacture the stock for LOT A, these envelopes must meet the same requirements of
construction and window size and placement as LOT B envelopes.
3.3.6.3 Contractor Furnished Roll Paper Stock
The LOT B and C Contractor will furnish all roll paper stock required on these LOTs and must
meet the requirements listed in Section 3.3.6 of this document.
3.3.6.4 Recycled Paper
24# recycled paper is required to be available with the cost per thousand entered on the Price
Chart LOT B.
3.3.6.5 Color Paper
24# color paper (i.e. blue, canary, green, etc.) is required to be available with the cost per
thousand entered on the Price Chart LOT B.
3.3.6.6 Kraft Paper
24# brown kraft paper is required to be available with the cost per thousand entered on the Price
Chart LOT B.
3.3.7 Inks
Black, process and all PMS colors must be available. A Material Safety Data Sheet (MSDS) must be
provided upon request.
3.3.7.1 Special Inks
Special inks such as metallic, fluorescent, and tinted varnishes may be requested via a run per
thousand pre-order price quote.
3.3.7.2 Inside Safety Tint
All available standard tint pattern samples must be provided with bid. The entire inside of the
envelope except for glue areas must be covered by the requested available standard tint pattern.
No vendor identification or logos may appear on the finished envelopes. Tinting must secure all
information on inserts except that which appears behind windows.
LOT B will be required to tint the inside of the envelope with black ink when requested by the
ordering Agency.
LOT C DET envelopes shall be inside tinted with the manufacturer’s standard tint pattern.
3.3.8 Proofs
Proofs are included in the price charts; therefore, proofs will always be included with each order. The
ordering Agency will indicate which proof is requested on the order supplement at no additional charge.
The Contractor must be able to provide three (3) different types of proofs.
3.3.8.1 PDF Proofs (After RIP)
This is a Portable Document Format (PDF) created by Adobe that enables a document to be
distributed on different systems while preserving the layout. The Contractor must have the ability
of producing PDF Proofs. PDF Proofs will be provided at no additional charge.
Page 15 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
3.3.8.2 Basic Proof
These are plotter type proofs. These proofs will be supplied trimmed, backed-up, and folded (if
necessary) to show the actual trim of final product. Color breaks may be shown by a variety of
methods but may not reflect actual color. The Contractor must have the ability to produce Position
Proofs.
3.3.8.3 Color Proof
These are color proofs that show color breaks but are not expected to match the color on the
press. These proofs will be supplied trimmed, backed-up, and folded (if necessary) to show the
actual trim of final product. The Contractor must have the ability to produce Basic Color Proofs.
3.3.9 Finishing
Folding, scoring, and die cutting are required on the Contract and may not be subcontracted. See
section 3.2.
3.3.9.1 Folding
Standard folding is required on the Contract for all LOTs.
3.3.9.2 Scoring
Scoring and perforating may be requested on some orders.
3.3.9.3 Die Cutting
Die cutting is required on the Contract.
3.3.9.4 Drilling
Drilling may be requested and sublet; however, the Contractor may charge no more than five (5)
percent (%) above actual cost. The ordering Agency will work with the Contractor to negotiate the
cost which is subject to a pre-order price quote.
3.3.9.5 Other Finishing Operations
Other finishing and special trimming operations may be requested and sublet; however, the
Contractor may charge no more than five (5) percent (%) above actual cost. The ordering Agency
will work with the Contractor to negotiate these costs which is subject to a pre-order price quote.
3.3.10 Standard Packaging
Each order must be packed separately. Corrugated board cartons (200 lb. test or stronger) must be
uniform in size and suitable for shelf storage and employee handling. Each carton in a shipment must
be clearly labeled with purchase order number; name of ordering Agency, delivery address (as shown
on purchase order), item contained, numbering sequence if applicable, and total order/quantity per
carton. Cartons shall be shipped on sturdy four-way general purpose pallets with loaded dimensions not
to exceed 36” x 48” x 72” high, stacked no more than 10 cartons high each. Double stacking pallets will
not be allowed. High speed inserting equipment is sensitive to bent, wrinkled or crushed envelopes; any
stock that interferes with inserting will be returned for credit.
Catalog/Booklet Envelopes shall be packed per carton and each carton labeled with quantity and order
number. Oversized or weak cartons are unacceptable. Loaded cartons must not weigh more than 40
pounds each.
Commercial Envelopes must be firmly packed in cartons to protect against jamming and shifting,
spoilage, loss, or damage during delivery. Cartons must be delivered on skids or pallets when the
number of cartons reaches half a pallet or more. Packaging materials, including cartons, skids, and
pallets, must be furnished by the Contractor.
Ordering Agencies may request bulk packaging on some orders. Bidder’s must submit their standard
bulk packaging specifications for each commercial envelope size listed in the specifications. Bulk
packaging will reduce the price on a large order; this reduces the waste and handling. Bidders must list
a cost per thousand reduction for bulk packaging on Price Chart LOTs A and B only.
Contractor shall package an even, consistent quantity per carton, bulk packed with flaps closed in such
a way as to prevent wrinkling, crushing, bending curling or shifting of contents. Double stacking pallets
will not be allowed. All cartons must be labeled for quantity each carton, title of job, and total quantity.
Page 16 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
For DOT envelope; bulk packaging with 2,000 envelopes per carton. Place cartons on 40” x 48” pallets,
four-way entry, double-faced, general purpose, stackable. Loaded pallet must not exceed 40” width, 48”
depth and 60” height. No overhang of cartons.
Packaging terms are provided in Section 8 of the Standard Terms and Conditions for State of
Wisconsin Printing attached to this RFB.
3.3.11 Non-Standard Packaging
The charges for special packaging requirements such as shrink-wrapping, banding, and Kraft wrapping
are shown on the Miscellaneous Operations price chart. Other special packaging needs such as special
count/quantity packaging needs with odd sized cartons may be required and are subject to a pre-order
price quote.
When non-standard packaging is requested by the ordering Agency, additional package wraps are
chargeable. No credit is allowed when fewer packages are requested.
3.3.12 Delivery Requirements
Deliveries will be made during Delivery Hours unless otherwise noted on the purchase order. FOB
Destination-Inside Door (shipping/receiving dock) to any Wisconsin destination, Freight Prepaid Seller
pays freight charges for one delivery point per order is required. This does not include specific room
number, floor number, or “no dock available” destinations. Deliveries will be determined by each
individual ordering Agency and specified on the purchase order.
Contractor will make deliveries to locations as needed during the state's normal Delivery Hours (8:00
AM-3:00 PM), excluding State of Wisconsin holidays. It is expected that all stocked items must be
delivered within five (5) days of placement of an order, if such delivery time is requested by an ordering
Agency. Vendors must notify the Agency immediately if the requested delivery time cannot be met.
Some Agencies may have specific trucking policies i.e., UW-Madison does not permit access to trucks
over thirty (30) feet in length on several designated streets on campus. Agencies must inform the
printers of their policies once per Contract period. Agencies that do not have docks or docking services
must make a note of it on their purchase orders. Contractors must check with Agencies for docking
services.
A late delivery charge in an amount not more than five (5) percent (%) per day of the net due for each
working day the vendor is late may be charged to the Contractor. The late delivery fee may be
deducted from any payments due the Contractor.
3.3.12.1 LOT C – DET
Delivery for DET LOT C envelopes will be made to the interior/ground floor or inside dock at the
Department of Administration, Division of Enterprise Technology, 2316 Darwin Rd, Madison, WI
53704-3108. Dock is available. Normal delivery hours are from 8:00 a.m. to 3:00 p.m., except state
holidays; however, 2316 Darwin Rd, Madison, WI 53704-3108 will receive delivery earlier than
8:00 a.m. and later than 3:00 p.m. by contacting customer service at (608) 243-2405 to arrange for
outside of normal delivery hours.
3.3.12.2 LOT C – DOT
Delivery for DOT LOT C envelopes will be made to the inside dock at DOT Stores, 3623 Pierstorff
Street, Madison, WI 53704-2518.
3.3.12.3 Secure Facilities
Security concerns vary statewide, but are especially important at correctional facilities and certain
Department of Health Service facilities. Contractor’s and subcontractors’ employees must comply
with the security requirements at each facility. Ordering Agencies are responsible for alerting
Contractor to these requirements before or while placing their first order.
Contractors are aware that common security restrictions include:
• Identification: All of Contractor’s and subcontractors’ employees, while working on State
property, must carry or display acceptable identification. Requirements vary by ordering
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Agency. For instance, some facilities require a visible photo-ID badge, while correctional
facilities may require a valid driver’s license instead.
• Vehicle Security: In many locations, drivers must turn off vehicle motors and lock cab doors
whenever their truck is unattended.
• Patient/Inmate contact: Delivery personnel should minimize interaction with inmates or
patients, and must report any verbal contact to the ordering Agency before leaving the site.
Drivers who enter high security facilities must have prior approval to enter from security staff,
generally involving a background check to ensure they are not convicted felons. At some facilities,
trucks must be searched prior to entry and exit, causing up to 30 minutes delay each way.
At some correctional facilities, drivers shall not have any weapons (including jack knives or box
cutters), cell phones, pagers, drugs, tobacco products or any item deemed to be potential
contraband. Correctional officers can hold these items for drivers at the delivery sally-port and
return them as the driver exits the grounds. Any illegal items shall not be returned.
Contractor must comply with all security, safety and identification requirements of any ordering
Agency at no additional cost.
All state buildings are Tobacco-Free. Contractors are not to possess or use any tobacco product
inside an institution. Disregard for any facility’s policies concerning tobacco use could result in a
fine and immediate expulsion of the employee from the facility.
3.3.12.4 Security and Credential Review
The DOC requires that all persons providing services in its facilities submit and pass criminal
background and license/credential checks. History of arrests and/or convictions could disqualify an
individual if deemed relevant to the position, service or site. Background checks will be conducted
and paid for by the institution, and records will be maintained on site, as well as copies of
credentials and licenses.
3.3.12.5 Inside Facility Delivery
These products may require delivery within the confines of a State of Wisconsin Correctional
Facility to which access is tightly controlled. Delivery persons will need to be properly documented
with approved identification: a valid Wisconsin or other State’s driver’s license. Vehicles will be
subject to search upon entering and leaving said Facility. Vehicles containing weapons, drugs or
drug paraphernalia, live animals, additional passengers, and/or any other restricted items will not
be allowed to enter the facility. Possession of contraband may be reported to local law
enforcement.
The DOC will not be responsible for any additional delivery charges resulting from being denied
entry by non-compliant delivery personnel.
3.3.12.6 Access to DOC Institutions
Execution of this Contract requires access/entrance into DOC secure facilities. All Contractor staff
will be required to submit to a Criminal Background Check, which must be successfully completed
prior to arrival. Although specific policies vary somewhat between facilities, the following will apply:
• All vehicles entering and leaving the facility may be searched. Within the fence, contraband
items are prohibited in the vehicle as well as on the person. Contraband items include but
are not limited to drugs, tobacco products, cell phones, adult or pornographic materials,
explosives, and weapons (including pocket knives and razor knives, unless a part of an
inventoried tool box.) Tool boxes should be inventoried prior to arrival to facilitate security
staff accounting. Items may be left with security, however illegal items may not be returned.
• Contractor staff walking in may be required to pass through a metal detector and/or have all
carry-in items x-rayed or searched.
• Fraternization with inmates is prohibited. Nothing is to be given to inmates (food, mail,
money, newspapers or magazines, etc.) without authorization and nothing is to be received
from inmates for removal or transport from the institution.
3.3.12.7 Security Issues
All Contractors’ employees, while working on state property, must:
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Commercial, Catalog, and Booklet Sizes
• Wear a clearly displayed photo identification badge (provided by the Contractor at the
Contractor’s expense) showing they are employees of the Contractor. Acceptable
identification includes but is not limited to photo identification or a valid driver’s license.
Badges must be available but will not be required to be worn when protective clothing and
respiratory protection is required. UW-Madison requires the photo identification badge to be
display at shirt pocket height.
• Behave in a professional manner and avoid inappropriate contact with students and ordering
Agency staff.
• The State reserves the right to request the removal of any objectionable Contractor from its
premises.
• Follow all parking policies of the ordering Agency location. Unauthorized vehicles in ordering
Agency’s’ parking lots or loading docks without permits will be ticketed and/or towed.
Contractor shall not assess additional costs to the ordering Agency for parking fees and
violations incurred by the Contractor.
3.3.13 Support Requirements
The Contractor is required to provide the following services for each order submitted on the Contract:
1. Produce the type of work described in the Contract, as ordered by the Agency.
2. Provide all materials and services required by the order.
3. Cover shipping, insurance, and other costs incidental to and necessary for proofing,
manufacturing and delivering the printed product, returning artwork and samples with invoices.
4. Store and archive electronic files for the duration of the Contract.
5. Return, at no charge to the Agency, any specifically requested files during or at the end of the
Contract period within 180 days after Contract has ended.
6. Write to an electronic medium, such as CD, the final electronic files during or at the end of the
Contract term, see section 3.3.5.
3.3.14 Customer Service and Responsiveness
Customer service and responsiveness are critical to the Contract. The Contractor is required to:
1. Maintain a primary contact for State orders throughout the term of the Contract.
2. Respond to all inquiries within 24 hours after a request is placed by an ordering Agency.
3. The Contractor is expected to review each order for accuracy and completeness and to advise
the ordering Agency of any discrepancies. Orders must be acknowledged promptly, referencing
the order number and delivery date. The acknowledgement becomes a firm delivery.
4. Provide pre-order price quotes for delivery charges when special delivery instructions are
provided by ordering Agency before order is run on press and confirm in writing.
5. Acknowledge orders, as described in the Standard Terms and Conditions for State of Wisconsin
Printing in this document.
6. Resolve conflicting/foreseeable issues with the order form.
7. Notify Agencies of scheduling problems and changes. The Contractor must notify the ordering
Agency when a change in delivery date is anticipated. This notice must be made by telephone
and confirmed in writing.
3.3.15 Production Schedule
Agencies will request delivery dates using the following delivery schedule based on LOT. Agencies are
encouraged to confirm a production schedule with the Contractor before placing critical orders.
3.3.15.1 Printer Acknowledgement
Contractor should acknowledge receipt of an order. Contractor is required to acknowledge an
order within 48 hours if they cannot make the production schedule set forth on the purchase order.
Failure to do so binds the Contractor to the original schedule.
3.3.15.2 Proof Time Allowances
Proofing time allowed will be two (2) working days.
Proofing time begins the day Good Files are received by the Contractor. The Contractor must
report any file problems to the ordering Agency within the first 24 hours of a working day (Monday
through Friday, except State holidays) of receiving files. Shipping of the proof should be at the end
of the next to last working day to allow the Agency to receive the proof by the Final Day.
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Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
The schedule may require overnight shipment of proofs on the part of the Contractor and the
Agency. The Contractor will pay for shipping proofs to the Agency. The cost of shipping the proof
back to the Contractor will be paid by the ordering Agency. The Contractor must take into
consideration in their bid the cost of shipping proofs to the Agency for next-day delivery (e.g. UPS
Next Day, Federal Express). Agencies will return proofs via the same method, when necessary to
meet the production schedule.
If the Agency’s files require extensive alterations due to improper preparation or require extensive
proof alterations a new schedule must be negotiated with the Contractor.
3.3.15.3 Standard Production Time Allowances
Production Time begins with the return of the approved proof, with delivery on the last production
day. All days are Working Days.
LOT
Quantity
Proof Production Total
Time
Time
Time
A
1,000 –
100,000 2 days
7 days
9 days
B
50,500 –
125,000 2 days
10 days
12 days
B
125,500 –
250,000 2 days
15 days
17 days
B
250,500 –
500,000 2 days
18 days
19 days
B
500,500 – 1,000,000 2 days
20 days
22 days
C
250,000 –
500,000 2 days
20 days
17 days
C
500,001 – 1,000,000 2 days
20 days
22 days
C 1,000,001 – 2,000,000 2 days
25 days
27 days
C 2,000,001 – plus
2 days
30 days
32 days
3.3.15.4 Scheduling Exceptions
Delivery schedules of less than the standard production time allowance must be negotiated
between the ordering Agency and the Contractor prior to the issuance of a purchase order. The
Agency and Contractor should agree on additional charges that may be incurred before an order is
placed through a pre-order price quote.
The Contractor will also notify the ordering Agency immediately when problems occur in the plant
that will affect delivery so alternative measures can be taken. Unless the Agency is properly
notified, the Contractor is obligated to complete each order on time. Orders delivered late are
subject to late delivery charges described in Section 11 of Standard Terms and Conditions for
State of Wisconsin Printing. The charge for late delivery is not more than five (5) percent (%) per
working day.
4.0 SPECIAL TERMS AND CONDITIONS OF BID
4.1 ORDERING METHOD / PRICING / INVOICING / PAYMENTS
4.1.1 Ordering Method
Orders will be issued by individual state Agencies or university campuses and in compliance with all
requirements included in the State of Wisconsin Procurement Manual, PRO-J series.
4.1.2 Invoicing
Invoicing shall be in accordance with Section 10, Invoicing in the Standard Terms and Conditions for
State of Wisconsin Printing. A separate invoice with samples of completed work for each individual
order must be sent directly to the ordering Agency promptly after the job is delivered. Invoices
presented for payment must be submitted in accordance with instructions contained on the purchase
order, including reference to purchase order number and submittal to the correct billing address for
processing. Invoices shall not be dated as received or processed for payment until all accompanying
items required are received by the state.
Contractor invoices shall be submitted within thirty (30) days of delivery. Invoices for purchase orders
shall contain complete and accurate information. All Contractor invoice discounts for quick payment
must be extended to the State of Wisconsin.
The Contractor shall be paid after the following has been provided:
• Confirmation of receipt of delivery
• Receipt of an invoice with samples that meet the requirements set forth
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Commercial, Catalog, and Booklet Sizes
• Failure to meet Contract requirements may result in affected Agency or university campus
withholding payment
4.1.3 Payments
State authorized print buyers shall audit invoices and approve them for payment only if the invoice
complies with the Specifications, purchase order, and samples of the completed job. See Section 10:
Invoicing and Payments in the Standard Terms and Conditions for State of Wisconsin Printing.
The State of Wisconsin shall pay properly itemized and submitted invoices within thirty (30) days of
receipt providing goods have been delivered and accepted as specified. A payment may be in the form
of a written check or purchase card payment.
The State has implemented a Purchase Card (P-Card) program to reduce the volume of hardcopy
payment checks that are processed from invoices. While some Agencies will continue to use a check
payment process for invoices with the Contract, some Agencies may choose to establish use of the PCard method for payments. NO orders shall be accepted without an official state purchase order form.
All Bidders are required to accept the State P-Card system as a payment option. Contractor is not
allowed to charge additional costs for use of the purchasing card.
4.2 REPORTS, RECORD-KEEPING, AND RECORD RETENTION
The Contractor must establish and maintain records of all State expenditures incurred under the
Contract in accordance with generally accepted accounting principles. The State Bureau of
Procurement and/or any designated bureau representative may request reports. The Contractor will be
required to maintain records documenting Contract performance.
Contractors are required to furnish quarterly (3-month) reports that contain a detailed description of
each order produced under the Contract to the State Bureau of Procurement. These reports will be due
by the 15th of the following month in an electronic data base format compatible with MS Excel and will
include the information listed below:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Order Entry Date
Ordering Agency
LOT
Envelope Size
Envelope Construction (i.e. Center Seam, Diagonal Seam, Side Seam)
Delivery Date
Quantity
Number of Ink Colors (i.e. 2/1)
Type of Paper Used
Paper Weight
Per Job Dollar Amount
Duly authorized representatives of the State and the Wisconsin Legislative Audit Bureau shall have the
right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any
Contract resulting from this RFB. The Contractor shall retain all documents associated with the Contract
for a period of not less than four (4) years after final payment is made. Failure to complete one or all of
the required reports will be grounds for cancellation of the Contract.
4.2.1 Market: Paper Stocks
At each Contract renewal term, the State will review the market for paper stocks on the Contract. The
Contractor will be required to keep records on the volume and types of stocks requested by state
Agencies and report at the time of renewal. The Contract Manager may request a copy of actual paper
invoices at the time of renewal.
4.3 FORCE MAJEURE
Neither Party shall be considered in breach of this Agreement for its failure to perform or its delay in the
performance of any obligation hereunder, except for the State’s obligations to pay amounts due
hereunder, if the performance of such obligation is prevented or delayed by fire, flood, explosion, war,
insurrection, embargo, governmental actions or requirements, military authority, act of God, shortages
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Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
in the marketplace or any other event beyond the reasonable control of that Party. Contractor and State
agree to take prompt reasonable actions to minimize the effects of any such event or circumstances.
4.4 SECURITY AND CONFIDENTIALITY OF MATERIALS
In addition to the Standard Terms and Conditions for State of Wisconsin Printing, the Contractor agrees
to shred and destroy all waste or excess material used in producing work under the Contract or work
not accepted by the ordering Agency, to prevent their use by another or in any other manner not
expressly authorized by the ordering Agency. The Contractor agrees that upon failure to fully comply
with this paragraph, the Contractor shall reimburse the ordering Agency any costs incurred by it in
recovering materials or work or ensuring against its unauthorized use. The Contractor further agrees to
pay the ordering Agency the face value, or other value ascribed the work by the ordering Agency, for
work completed but not delivered or otherwise disposed of or accounted for to the satisfaction of the
ordering Agency.
5.0 BID PROCEDURE AND INSTRUCTIONS
5.1 CALENDAR OF EVENTS
Listed below are important dates and times by which actions related to this RFB must be completed.
Bid Release
Questions Due by
Answers Released
Bids Due by
July 15, 2014
July 25, 2014, at 4:00 PM CT
July 29, 2014 (tentative)
August 7, 2014, 2:00 pm CT
5.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS
Bidders must submit in writing any questions, exceptions or additions they have concerning the RFB
document by July 25, 2014, 4:00 PM CT.
At any time, if a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or
other deficiency in this RFB, the Bidder must immediately notify the Procuring Agency representative
named below of the issue in writing and request modification or clarification of the RFB document.
Bill Goff
State Bureau of Procurement
101 E Wilson St, 6th Floor
PO Box 7867
Madison, WI 53707-7867
Email is the preferred method of contact: Please email to: william2.goff@wisconsin.gov.
In the event it becomes necessary to provide clarifying data or information, or to revise any part of this
RFB, supplements or revisions and addendums DOA-3098 will be posted on VendorNet
(http://vendornet.state.wi.us). No clarifications or revisions will be made by telephone.
5.2.1 News Releases
News releases, information sheets or advertising concerning the Contract will not be done without the
permission of the State.
5.3 REASONABLE ACCOMMODATIONS
The Department will provide reasonable accommodations, including the provision of informational
material in an alternative format, for qualified individuals with disabilities upon request. If you think you
need accommodations at a bid opening/Bidder conference, contact Bill Goff at (608) 266-1002 (voice)
or (608) 267-0600 (FAX).
5.4 VENDORNET REGISTRATION
Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us) is available
free of charge to all businesses and organizations that wish to sell goods and services to the State. By
registering on VendorNet, a Bidder may register for a Bidders List for any commodity or Service the
Bidder is interested in providing to the State. VendorNet also provides automatic e-mail notification
each time a Procuring State Agency, including University of Wisconsin System campuses, posts a RFB
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Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
with an estimated value over $50,000 in their designated commodity and or service area(s). Registered
Bidders will also receive e-mail notification of any addendums or amendments relative to an RFB.
Only registered Bidders with a valid e-mail address at the time an RFB is posted will receive e-mail
notifications of addendums or amendments. Bidders who obtain the RFB from a third party, through the
public notice website or by any other means assume responsibility for checking for updates to the RFB.
5.5 SUBMITTING A BID
Bidders must submit one hard copy, and a thumb drive or CD, of all materials listed on the Bidder
Check List in their original format, i.e.; MSWord, Excel, or PDF for acceptance of their bid by the
deadline shown below. BIDS MUST BE SEALED IN AN ENVELOPE OR BOX AND ADDRESSED to
one of the following:
USPS ADDRESS
Department of Administration
RFB #28164-WEG
Division of Enterprise Operations
Bureau of Procurement
P. O. Box 7867, 6th Floor
Madison, WI 53707-7867
COMMON CARRIER ADDRESS
Department of Administration
RFB #28164-WEG
Division of Enterprise Operations
Bureau of Procurement
101 E. Wilson Street, 6th Floor
Madison, WI 53703-3405
Bids must be received and date and time stamped in the State Bureau of Procurement office prior to
the stated bid opening time. Bids are due on August 7, 2014, 2:00 PM CT. Bids not so stamped will
be considered late. Late or faxed bids will not be accepted. Receipt of a bid by the State mail system
does not constitute receipt of a bid by the State Bureau of Procurement office, for purposes of this RFB.
All bids must be packaged, sealed, and show the following information on the outside of the package:
• Bidder's Name and Address
• RFB Title
• RFB Number
• Bid Due Date
By submitting its Bid Response, the Bidder stipulates that their Bid Response complies with all the
terms and conditions of the Bid and any supplements or revisions thereto.
5.5.1 Security Procedures, Bid Receipt
The Department of Administration has established new building security policies and procedures at the
101 East Wilson Street address in Madison. There is a security checkpoint in the first floor lobby. All
visitors are required to provide current identification and sign in for a visitor’s pass. Security personnel
will call the intended state employee prior to the visitor being allowed to proceed to their destination in
the DOA building.
This new policy will affect the timing for hand-deliveries of bids, proposals and other time-sensitive
packages. However, properly credentialed package delivery couriers (e.g. UPS, FedEx, etc.) will be
allowed to proceed without obtaining a pass. If you intend to hand-deliver your bid or proposal, please
plan additional time to account for the security process to be completed. Packages cannot be date/time
stamped at the security desk on the lobby level and security personnel will not sign for deliveries; the
package must be date/time stamped by the office identified in the bid/proposal. The bid due date and
time will not be adjusted to accommodate tardiness due to the new processes, nor will any exceptions
to the due date and time be made. The State is not responsible for deliveries that do not reach their
destination by the required due date and time.
5.6 FORMAT OF BID RESPONSE
Bidders responding to this RFB should thoroughly read the bid document and comply with all of the
requirements. All documents must be received by the Department no later than the due date and time
listed in Section 5.5.
5.6.1 Signed RFB Sheet
Include here the signed RFB sheet (bid cover sheet) DOA-3070 for submittal of a bid. Bids submitted in
response to this RFB must be signed by the person in the Bidder's organization who is responsible for
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Commercial, Catalog, and Booklet Sizes
the decision as to the prices being offered in the bid or by a person who has been authorized in writing
to act as agent for the person responsible for the decision on prices.
By submitting a signed bid, the Bidder's signatories certify that in connection with this procurement:
1. The Bidder's organization or an agent of the Bidder's organization has arrived at the prices in its
bid without consultation, communication, or agreement with any other respondent or with any
competitor for the purpose of restricting competition,
2. The prices quoted in the bid have not been knowingly disclosed by the Bidder's organization or by
any agent of the Bidder's organization and shall not be knowingly disclosed by same, directly or
indirectly, to any other respondent or to any competitor, and
3. No attempt has been made or shall be made by the Bidder's organization or by any agent of the
Bidder's organization to induce any other person or firm to submit or not to submit a bid for the
purpose of restricting competition.
5.6.2 Standard Terms and Conditions for State of Wisconsin Printing
The Standard Terms and Conditions for State of Wisconsin Printing (form DOA-3604 attached) shall
govern this RFB and subsequent Contract awards. Bidders must accept these terms and conditions.
Submission of any Bidder terms as a substitute for language in these Standard Terms and Conditions
for State of Wisconsin Printing is not a sufficient response to this requirement and may result in
rejection of the Bidder's bid. The State reserves the right to negotiate contractual terms and conditions
other than those in the Standard Terms and Conditions for State of Wisconsin Printing form (DOA3604) when it is in the best interest of the State to do so. This does not mean that Bidders may take
exception to mandatory bid requirements and Specifications.
5.6.3 Samples
All Bidders must supply samples of each LOT being bid on as described in section 1.2.1. Samples must
be clearly marked as “SAMPLE” along with corresponding LOT letter (A, B, or C). All samples supplied
by the Bidder must have been produced in the Bidder’s plant on their own equipment during the twelve
(12) months prior to submission of the bid. These samples will be used to verify compliance of each
Bidder. Bids submitted without samples will be rejected.
5.6.3.1 LOT A
LOT A will have inkjet or small litho envelope production presses established and in working order
for the last six months. Samples from both press types must be submitted with your bid.
5.6.3.2 LOT B
LOT B will have web lithographic press or presses for envelope production that are in working
order for the last six months to a year. Samples for all styles of envelopes produced on this press
must be submitted with your bid but must also include a list of window dies that are available to
use. Multiple samples of different window die size samples must be submitted with your bid.
5.6.3.3 LOT C
LOT C will have web lithographic press or presses for envelope production that are in working
order for the last six months to a year. All envelopes in LOT C are side seam Samples of these
envelopes produced on this press must be submitted with your bid but must also include a list of
window dies that are available to use. Multiple samples of different window die size samples must
be submitted with your bid.
5.6.3.4 Evidence of Quality
Following award of this RFB, the samples provided by the successful Bidder will be used as the
quality standard for the Contract and a measure of all work produced. Jobs produced below the
standard of those documents agreed upon by the State and the Contractor as representative
samples will be reprinted at the Contractor’s expense, including paper costs.
5.6.4 Additional Information
The Bidder Check List and all forms and/or documents listed on the Bidder Check List associated with
this bid document must be completed and returned with the bid submission. Omission of any one of
these required forms/documents may be cause for rejection of your bid. Alteration of or failure to
complete any of the required forms may be grounds for rejection of your bid.
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Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Include here the completed Vendor Information, Vendor Reference, Designation of Confidentiality,
Wage Information, Purchase Card Information, Subcontractor form, and any other forms required in this
bid. Include printed samples for each LOT your company is bidding on and label which LOT the sample
represents. Include all additional information that shall be essential to an understanding of the bid.
Alteration of or failure to complete any of the required forms may be grounds for rejection of your bid.
5.7 INCURRING COSTS
The State of Wisconsin is not liable for any cost incurred by a Bidder in the process of responding to
this RFB.
6.0 BID ACCEPTANCE AND AWARD
6.1 BID OPENING
Bids shall be opened on August 7, 2014, 2:00 PM CT at 101 E. Wilson St., 6th floor, Madison, WI.
Names of the Bidders may be read aloud at that time.
6.2 BID REVIEW
Bids shall be reviewed by the State to verify that they meet all specified requirements in this RFB. This
verification may include contacting references furnished in this bid, requesting reports on the financial
stability, and conducting site visits.
• All requirements in this RFB are mandatory.
• The requirements must be met at no additional cost to the State.
• Conditions of the Contract that include the word “must” or “shall” describe a mandatory
requirement.
• All Specifications are defined as mandatory minimum requirements unless otherwise stated.
• Failure to meet a mandatory requirement may disqualify your bid.
• This RFB document, any amendments, addenda and the Contractor response as accepted by the
State shall become the Contract.
6.3 BID ACCEPTANCE
Bids which do not comply with instructions or are unable to comply with Specifications contained in the
RFB shall be rejected by the State. The State retains the right to accept or reject any or all bids, or
accept or reject any part of a bid deemed to be in the best interest of the State. The State shall be the
sole judge as to compliance with the instructions in this RFB.
6.4 METHOD OF BID
Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid.
All costs for furnishing the product(s) and/or service(s) included in this bid shall be in accordance with
the terms and conditions in this RFB.
6.4.1 Pricing
All jobs will be priced from the Price Charts included in this RFB. Overruns will be priced based on run
per thousand cost(s) only. All cost for non-standard paper will be on a pre-order price quote.
In cases where the Price Charts have no provision for pricing, pricing shall be negotiated between the
ordering Agency and the Contractor with a pre-order price quote.
• Price Chart LOT A is to be filled out by each Bidder choosing to bid on LOT A. LOT A is for
printing production located at the top and blank pre-made envelope stock by quantity ranges
located at the bottom. All pricing in LOT A is to include the cost for Prepress, Image Assembly,
Basic/Color Proof, Scanning, Production Make Ready, and delivery FOB Destination-Inside Door
to any Wisconsin destination. Indicate additional cost per thousand for metal clasp’s on the Price
Chart LOT A and deductions cost per thousand for both exact reruns and bulk packing.
• Price Chart LOT B is to be filled out by each Bidder choosing to bid on LOT B. LOT B is for
manufactured envelopes. All pricing in LOT B is to include the cost for Prepress, Image
Assembly, Basic/Color Proof, Scanning, Production Make Ready, paper, black ink, and delivery
FOB Destination-Inside Door to any Wisconsin destination. LOT B is designed for converting roll
stock into envelopes. Indicate additional cost per thousand for 24# recycled paper, 24# color
paper, 24# brown kraft paper, inside safety tinting, and metal clasp’s on the Price Chart LOT B.
Page 25 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Also enter deductions cost per thousand for both exact reruns and bulk packing. Enter all the
different colors of paper available for both 24# and 28# on the Price Chart LOT B.
• Price Chart LOT C is to be filled out by each Bidder choosing to bid on LOT C. LOT C is for
double window security tint envelopes. All pricing in LOT C is to include the cost for Prepress,
Image Assembly, Basic/Color Proof, Scanning, Production Make Ready, paper, black ink, and
delivery FOB Destination-Inside Door to any Wisconsin destination. LOT C is designed for
converting roll stock into envelopes. Indicate the deduction cost per thousand for exact reruns on
the Price Chart LOT C.
• Price Scenario is to be filled out by each Bidder no matter what LOT the Bidder is bidding on;
however, only fill out the scenario for the LOT being bid on. Fill out the Print Scenario using the
prices entered in Price Chart LOTs A, B, and C. All LOT pricing is to include the cost for
Prepress, Image Assembly, Basic/Color Proof, Scanning, Production Make Ready, and delivery
FOB Destination-Inside Door to any Wisconsin destination. LOTs B and C will also include the
cost of paper and black ink. The “LOT A GRAND TOTAL”, “LOT B GRAND TOTAL”, and
“LOT C GRAND TOTAL” will be used to compare bidder pricing for each LOT.
The prices entered in LOT’s A, B, and C are required to include the cost for Prepress, Image Assembly,
Basic/Color Proof, Scanning, Production Make Ready, and delivery FOB Destination-Inside Door
(shipping/receiving dock) to any Wisconsin destination, Freight Prepaid Seller pays freight charges for
one delivery point per order. This does not include specific room number, floor number, or “no dock
available” destinations. Deliveries will be determined by each individual ordering Agency and specified
on the purchase order. Orders with more than one delivery point (including specific room number, floor
number, or “no dock available” destinations, beyond one major destination) or out of state locations
must be communicated and cost supplied to ordering Agency in writing and may be shipped prepaid
with actual freight charges for the additional locations or out of state freight added to the invoice. Freight
bills must accompany the invoice. Any other special delivery requirements will be a pre-order price
quote.
The Price Chart LOTs A, B, and C will remain unchanged during each term of the Contract except when
the Contractor submits paper supplier mill letters indicating an increase or decrease in paper prices.
The Price Chart LOTs A, B, and C will be adjusted accordingly only after mutual agreement between
the Contractor and the State.
6.4.2 Price Chart LOTs A, B, and C Structure
Exact Reruns are any previously run order by the Contractor. Exact reruns have NO changes or
revisions.
24# Recycled Paper is the cost per thousand for an ordering Agency requiring the use of recycled
paper stock.
24# Colored Paper is the cost per thousand for an ordering Agency requiring the use of color paper
stock. Additional time to get the color stock will be negotiated at the time of placing the order.
24# Brown Kraft Paper is the cost per thousand for an ordering Agency requiring the use of brown kraft
paper stock.
Inside Safety Tinting is the cost per thousand for printing a safety tint inside the envelope, LOT B only.
Deduction for Bulk Packing is the cost per thousand deducted from the total for packaging envelopes in
higher quantities other than 500 a box.
Metal Clasp is the cost per thousand to run envelopes with metal clasps.
6.4.3 Wage Rate Adjustments
Contract wage adjustments are allowed only at Contract renewal. One half of one percentage (1/2%) of
change in the average wage rate may be applied to the Contract Price Chart LOTs A, B, and C.
Allowable adjustments are effective at the renewal date of the Contract and do not apply to orders
written before the effective date of change. The Contractor must submit a current wage statement with
any request for adjustment and must supply more wage information if requested. See the Wage
Information form (DOA-3543) for complete information.
Page 26 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
6.5 METHOD OF AWARD
The bid award will be made on the basis of the lowest responsive, responsible Bidder per LOT. The
Bidder with the lowest cost in the “LOT A GRAND TOTAL”, “LOT B GRAND TOTAL”, and “LOT C
GRAND TOTAL”, located at the bottom of each LOT on the Price Scenario (attached), will be awarded
the Contract; however, the State reserves the right to award multiple LOTs to a single Bidder if it is in
the best interest of the State. Prices entered in the Price Chart LOTs A, B, and C (attached), must be in
US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be
disqualified. In the event of Bidder error in calculation, unit price shall prevail in award. Per Wis. Stats.
s. 35.56(4) The Specifications shall provide that all work will be performed within the plant of the
Contract printer unless excepted by the Department. Bidder affirms all printing will be performed within
the Bidder’s plant and only Department authorized special functions may be subcontracted. The
Contract will not be awarded to a broker.
Before the award of any Contract, DOA shall be satisfied that the Bidder has sufficient qualified
resources available for performing the work described in this bid. It is the Bidder’s responsibility to
acquaint DOA with these qualifications by submitting appropriate documentation as requested or
through the references.
Prior to award the State reserves the right to conduct an on-site visit of the apparent winning Bidder’s
facility previous to Contract signing to ensure Bidder has all required equipment in their facility. This onsite visit will be conducted during regular hours of operation at a time and date mutually agreed to.
6.6 AWARD NOTIFICATION
Any Bidders, who respond to this RFB with a bid response, shall be notified by email of the State's
notice to award of the Contract as a result of this RFB.
Upon notification to award, Contractor must submit an in-house equipment list (section 3.1.4.1) and a
list of available window dies within five (5) business days after receiving the notification to award letter
(section 3.3.3.3).
After the notice to award is made, and under the supervision of Agency staff, bids shall be available for
public inspection from 8:00 AM to 3:00 PM CT at 101 E. Wilson St., 6th floor, Madison WI 53703.
Bidders should schedule reviews with Bill Goff at (608) 266-1002 to ensure that space is available for
the review.
7.0 REQUIRED FORMS
All of the following forms/documents must be completed and submitted in accordance with the instructions
given in Section 5.6. Blank forms are attached in separate files on VendorNet. Omission of any one of these
required forms/documents may be cause for rejection of your bid.
1. Bidder Check List
2. DOA-3027 Designation of Confidential and Proprietary Information
3. DOA-3070 RFB Cover Page
4. DOA-3333 Cooperative Purchasing Agreement
5. DOA-3477 Vendor Information
6. DOA-3478 Vendor References
7. DOA-3478A Subcontractor(s)
8. DOA-3543 Wage Information
9. DOA-3604 Standard Terms and Conditions for State of Wisconsin Printing
10. DOA-3766 Vendor Purchasing Card Information
11. In-house Equipment List (awarded Contractor only: due five (5) business days after receiving the
notification to award letter) formatted in any style.
12. Available Window Dies List (awarded Contractor only: due five (5) business days after receiving the
notification to award letter) formatted in any style.
13. Samples of all standard tint patterns submitted with bid response
14. Standard bulk packaging specifications for each commercial envelope size
15. Print Samples of quality work produced in-house
16. Price Chart LOT A
17. Price Chart LOT B
18. Price Chart LOT C
19. Price Scenario
Page 27 of 31
Request for Bid #28164-WEG
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
Appendix A – Approved Envelope Construction Diagrams
All Envelope Construction is Side Seam and all Windows have round corners (diagrams not shown at true size)
A1
A2
ZY101
2,000 carton pack w/ center dividers; 24# White Wove; #10 Double Window Safety Tinted
Black Ink; Printed 1 side
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge
ZY102
2,000 carton pack w/ center dividers; 24# White Wove; #10 Double Window Safety Tinted
Black Ink; Printed 1 side
Upper Window: 5/8"H x 2-1/4"L, placed 3-1/8" from bottom edge
Lower Window: 1-1/16"H x 4-1/4"L, placed 13/16" from bottom edge
Both Windows are 3/8" from left edge
Page 28 of 31
Request for Bid #28164-WEG
A3
A4
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
ZY105
2,000 carton pack w/ center dividers; 24# White Wove; #10 Double Window Safety Tinted
Black Ink; Printed 1 side; "Return Service Requested"
Upper Window: 5/8"H x 2-1/4"L, placed 3-1/8" from bottom edge
Lower Window: 1-1/16"H x 4-1/4"L, placed 13/16" from bottom edge
Both Windows are 3/8" from left edge
ZY106
500 carton pack; 28# White Wove; 9" x 12" Catalog; Regular Gum across the entire flap
Double Window; No Print
Upper Window: 1"H x 3-1/2"L, placed 4-1/4" from bottom edge
Lower Window: 1-1/4"H x 4-1/4"L, placed 2-1/4" from bottom edge
Both Windows are 5/8" from left edge
Page 29 of 31
Request for Bid #28164-WEG
A5
A6
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
ZY107
2,000 carton pack w/ center dividers; 24# White Wove; #10 Double Window Safety Tinted; Black Ink;
Printed 2 sided; "Return Service Requested"
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge
ZY115
2,000 carton pack w/ center dividers; 24# White Wove; #10 Double Window Safety Tinted; Black Ink;
Printed 2 Sided; "Important - Open Right Away"
Upper Window: 1"H x 3-3/4"L, placed 2-3/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 5/8" from bottom edge
Both Windows are 3/8" from left edge
Page 30 of 31
Request for Bid #28164-WEG
A7
A8
Class 8 Printing and Manufacturing of Envelopes;
Commercial, Catalog, and Booklet Sizes
ZY116
1,000 carton pack w/ center dividers; 6" x 9-1/2" Booklet; 24# White Wove; Double Window
Black Ink; Printed 1 side
Upper Window: 1"H x 3-3/4"L, placed 4-1/4" from bottom edge
Lower Window: 1-3/8"H x 4-1/2"L, placed 2-1/4" from bottom edge
Both Windows are 3/8" from left edge
DOT – MV2305
2,000 carton pack w/ center dividers;
24# White Wove; #10 Single Window; Black
Ink; Printed 1 side
Window: 1-1/8"H x 4-1/4"L, placed 5/8" from
left and bottom edge
A9
Page 31 of 31
DOT – MV3672
2,000 carton pack w/ center dividers;
24# White Wove; #10 Single Window; Black
Ink; Printed 1 side
Window: 1-1/8"H x 4-1/4"L, placed 5/8" from
left and bottom edge